Placement: Consent Agenda
Action Requested: Motion / Vote
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Ratify City’s Participation in GSA Contract #47QTCA20D0044 for Contract #20230012 - Fleet Software, Including Amendment #1.
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Submitted By: Nadia Tourjee, Procurement Contracting Officer I, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Nadia Tourjee (PMD).
2. Parties: City of Port St. Lucie and Rarestep, Inc. dba Fleetio.
3. Purpose: To continue fleet software subscription for the City’s fleet.
4. New/Renewal/Modified: New and Modified.
5. Duration: Piggyback Agreement Term: September 15, 2022 through January 5, 2025. Amendment #1: January 6, 2025 through September 15, 2025.
6. Benefits to Port St. Lucie: Fleetio provides data-based decisions, ease-of-use, in-depth analytics. The system is highly versatile and incorporates our commercial fueling data and will work with the new telematics systems being fielded by departments.
7. Cost to Port St. Lucie (Annual and Potential): Estimated annual cost: $70,000.
Presentation Information: N/A.
Staff Recommendation: Move that the Council ratify, per Code Section 35.08(c), and waive formal bidding, for the City’s participation in the GSA Contract #47QTCA20D0044 with Rarestep, Inc. (DBA Fleetio) for Fleet Software.
Alternate Recommendations:
1. Move that the Council amend the recommendation and ratify the City’s participation in the GSA Contract #47QTCA20D0044 with Fleetio.
2. Move that the Council not approve and provide staff with direction.
Background: Recommendations from the Citizen Advisory Committee (formerly Budget Advisory Committee) (“Committee”) noted that the City was relying on the Fleet Maintenance vendor's software platform for database and vehicle information management. The Committee recommended that the City purchase their own software platform, which was ultimately implemented by subscribing to Fleetio. Fleetio enhances fleet management efficiency and reduces operational costs. The system allows fuel monitoring and analysis to determine how vehicles are being utilized and manage utilization for best fuel performance. Fleetio accommodates the City's expanding fleet, vehicle management, and asset tracking. Since Fleetio integrates and operates with most systems, it collects data centrally from various fueling sources and telematics. Fleetio's customer support has provided the services as required. The Fleet Manager for the City is recommending this system based on its flexibility and integration with other systems.
Issues/Analysis: The City negotiated a Piggyback Agreement with Fleetio (Contract 20230012) that extended through January 5, 2025. However, after receiving a request for payment in September 2024 from Fleetio, it was discovered that a three (3) year Fleetio Enterprise Software Subscription Agreement (“Fleetio Subscription Agreement”) was signed on behalf of the City, spanning from September 15, 2022-September 15, 2025. The annual cost of the software is just under $70,000. The three (3) year Fleetio Subscription Agreement total is $209,289 required Council approval. Based on a recent discovery of the signed Fleetio Subscription Agreement, staff is requesting Council:
1. Ratify the Fleetio Subscription Agreement for past services rendered.
2. Approve Amendment #1 to continue services through September 2025, which will cover the period for which the City is obligated.
Amendment #1 will ensure that the terms negotiated by the City in Contract 20230012, extend, and cover the period for which the City is obligated in the Fleetio Subscription Agreement. Thus, ensuring that the negotiated terms in Contract 20230012 cover the entire agreement period.
Staff is making this request pursuant to City Code of Ordinances, Section 35.08(c), good cause shown to waive formal bidding retroactively because the City has used the Fleetio software under the signed Fleetio Subscription Agreement, is bound to pay for such subscription, and there is no remedy available by which staff can formally bid the Fleetio Subscription Agreement.
Financial Information: Funds are appropriated in the General Fund / Municipal Garage / Computer Software & Accessories (#001-4130-552210-00000).
Special Consideration: Procurement will work with Fleet Management to ensure a new contract and Fleet Management Subscription is obtained prior to the expiration of the current piggyback agreement.
Location of Project: N/A.
Attachments:
1. Amendment #1.
2. GSA Contract #47QTCA20D0044 Terms & Price List.
3. GSA Contract #47QTCA20D0044 Clause Details.
4. Contract #20230012.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 24276-06
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.